Administrative Assistant - Medical

Administrative Assistant

Gulf South Foot & Ankle Reports to: Administrator

Position Summary

Gulf South Foot & Ankle is seeking an organized, dependable Administrative Assistant to support the Administrator and help keep daily operations running smoothly. This hands-on role focuses on accounts payable, inventory and supply management, vendor coordination, and resolving routine operational issues.

The ideal candidate follows through on assignments, manages competing priorities, and takes initiative while recognizing when an issue requires the Administrator’s involvement.

Essential Duties and Responsibilities

• Accounts payable: Review invoices for accuracy, obtain necessary approvals, enter bills into QuickBooks, coordinate timely payments, reconcile vendor statements, and resolve billing discrepancies.

• Inventory and supplies: Monitor inventory, coordinate supply requests, place approved orders, track deliveries, and help prevent shortages and unnecessary spending.

• Vendor coordination: Serve as a contact for vendors and service providers; follow up on orders, repairs, maintenance, and service concerns.

• Daily operational support: Respond to routine staff requests and unexpected issues, coordinate solutions, and escalate matters requiring approval or additional guidance.

• Administrative support: Maintain organized records, update spreadsheets, prepare correspondence and reports, and track assignments through completion.

• Assist with scheduling meetings, coordinating interviews, preparing onboarding materials, and other employee-related administrative tasks as directed.

• Handle phone and electronic communications professionally and route requests to the appropriate person.

• Maintain confidentiality of financial, employee, patient, and business information.

• Perform other related duties and special projects assigned by the Administrator.

Minimum Qualifications

• High school diploma or equivalent required; bachelor’s degree preferred.

• At least three years of experience in administrative support, office operations, accounts payable, or a related role.

• Proficiency in Microsoft Excel, including creating and maintaining spreadsheets, using formulas, and sorting and filtering data.

• Working knowledge of Microsoft Word and Outlook.

• QuickBooks and accounts payable experience preferred.

• Experience in a medical practice or healthcare setting is a plus.

Knowledge, Skills, and Abilities

• Strong organizational skills, attention to detail, and follow-through.

• Ability to prioritize competing requests and adapt when priorities change.

• Practical problem-solving skills and sound judgment.

• Clear, professional verbal and written communication.

• Ability to work independently within established procedures and approval limits.

• Comfortable working with numbers, invoices, inventory records, and spreadsheets.

• Professional, approachable manner when working with staff, vendors, and management.

Work Environment and Physical Requirements

This position operates in a medical office environment and involves computer work, communication with staff and vendors, movement throughout the office, and occasional handling of supplies weighing up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Additional Information

This description outlines the primary responsibilities of the position. Duties may evolve based on operational needs.